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Author's profile photo Akhilesh Singh

Auto Mail trigger for notification and Maintenance order

Auto Mail trigger during malfunction notification and Maintenance order creation without workflow process

Explanation: – Whenever user will be creating malfunction notification, Maintenance order or generated by the system through background, system will check mail id against Equipment in custom table and mail will shoot to concern person, which is responsible for concern equipment. So, that we can easily approach from user and can take up fast action for stabilize to equipment health.

As mentioned logic can implement with help from Technical consultant, if you don’t want to use workflow process for mail trigger.

Process Logic:

  1. Firstly maintain Email id in SCOT- SAP connect Administration with help from BASIS Consultant.
  2. Create as custom table (ZZI_NO_ORD_EMAIL) with plant, equipment and user id details and defined to indicator for mail id would be use or obsolete.
  3. Define logic in Notification screen (TC: IW21) using implicit enhancement: ZI_SND_MAIL_NOTIF_CRT in function module IWOC_POST_NOTIFICATION in update task during notification creation.
  4. On the basis of Equipment No. (EQUNR) in table VIQMEL, pull last Notification no. (QMNUM), notification date (QMDAT) with description (QMTXT).
  5. After that check in custom table, pull mail id against equipment no. and send to the mail which have maintained against equipment.
  6. For maintenance order email generate (TC: IW31) using BADI: WORKORDER_UPDATE in update task during creation for order type (Preventive, Breakdown and etc.).
  7. Background order email (Preventive order) would be generating, when TC: IP10 call using BADI: WORKORDER_UPDATE during update task in order creation screen.
  8. On the basis Equipment no. (EQUNR) in table AFIH, pull last order no. (AUFNR).
  9. After that check in custom table, pull mail id against equipment no. and send to the mail which have maintained against equipment.
  10. Can design subject text and mail format according to your business requirement.

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      Author's profile photo Sebastian Lenartowicz
      Sebastian Lenartowicz

      Thanks for that document, Akhilesh!

      I would suggest that using a Partner Function assigned to the Equipment (and then determining the e-mail assigned either to the User ID or in the infotype for the HR personnel record, if the relevant persons of concern are not created in SAP as users).

      That way you allow the end user to update this data if necessary without going to the custom table (e.g. if responsibilities change or new Equipments are created) and you can ensure the e-mails are maintained in a master dataset (less chance of input errors, simplified updates etc.).

      Of course this also means that the e-mail is no longer maintained in Plant Maintenance scope directly...

      Author's profile photo Akhilesh Singh
      Akhilesh Singh
      Blog Post Author

      Ok, thanks for your suggestion. But this only other way which can implement through development process even custom table would be part of master data during new equipment creation.

      Author's profile photo Shri y
      Shri y

      hi Akhilesh,

      we have similar requirement & using same Badi WORKORDER_UPDATE but in our case we are using functional location as a call object

      Need inputs on logic to fetch maintenance plan details, based on functional location we are sending email to users.

      need some info on this


      Thank You